Office Administrator

Job No : PENNECON881 Location : Dartmouth Closing Date : 29 Feb 2024 NST

Pennecon is a leading provider of integrated solutions throughout the heavy civil, industrial, services & maintenance, and marine industries.

Reporting to the Operations Manager, the Office Administrator will have a diverse role, overseeing all general office administration functions for this fast-paced, dynamic organization including a wide variety of financial, procurement and operational activities.

Office Administration

Location : Dartmouth, NS

The successful candidate will be responsible for :

• Provide general administrative support to the Operations Team, including preparing job bids / submission, scheduling meeting, and arranging travel;
• Assisting Document Control and issuance of documentation to both vendors and customers;
• Maintain an up-to-date, complete and systematic filing system to support operations;
• Support the PHS Operations team, including filing, travel arrangements, formatting reports, etc.;
• Assist the PHS Managers / Leads to ensure Field Service Reports are accurate, purchase orders are in place, etc. to ensure timely invoicing of service-related projects;
• Assist the PHS Shipper / Receiver as needed to ensure timely and accurate inventory management, while acting as the primary backup to this role;
• Oversee the administration of the Intelex Quote Log with the objective of maintaining the quality and relevancy of data contained within the tool;
• Ensure that Intelex can produce accurate backlog and pipeline reports as needed to support operational reporting requirements;
• Assist in the development of Job Quotes and preparation of proposals and tender responses;
• Develop various operational reports as requested by the Operations Team, including Pipeline and Backlog reports;
• Following notification of a successful quote, set up Job in Intelex and Maestro to raise work orders within Maestro and ensuring communication within the team;
• Ensure all jobs folders are set-up in a consistent fashion, while guiding team members on their appropriate use. As necessary, design a new encompassing job folder structure that facilitates the capture and retention of all quoting information, field reports, time reports, and invoicing;
• Monitor the phone system for PHS, filling the capacity of receptionist.
• Various other administrative duties.

The ideal candidate will have 3-5 years proven experience in an office administration capacity with experience working in a technical or specialty services office environment. In addition, candidates would have a diploma in Office / Business Administration or an equivalency of education and work experience with excellent organizational, communication and computer skills.

Experience with Microsoft Office suite with good working knowledge of accounting IT systems is an asset.